Update contractor members

Edit or delete your contractor member records, either one at a time or in bulk. You must have the Contractor Manager user role to edit these records.

There are three ways to update your contractor member records:

If you need to record information that is not included in the default member fields, add custom fields in Contractor Manager before updating your members. If you're updating your members by CSV import, once you’ve added your fields, export your list of members. It will contain both the default and custom fields.

Before you start, make sure the Contractor Manager add-on is enabled in the account. You'll also need the Contractor Manager user role. If either is missing, Contractor Manager will not appear in your Tools menu.

Update a member manually

Edit a member's profile

  1. Go to Tools > Contractor Manager.
  2. Select Members from the left-hand menu.
  3. Use the search fields to find the member you want to update.
  4. Click View next to the member's name.

    Members-View.png
  5. Make the changes to any of the member's information. You can use the left-hand menu to skip to the relevant area. Make sure to save the page after each change you make.
  6. Select Back to Members List when you are finished to return to the list of Contractor Members.

Delete a member

  1. Go to Tools > Contractor Manager.
  2. Select Members from the left-hand menu.
  3. Use the search fields to find the member you want to update.
  4. Click Delete next to the member's name.

    Member-Delete.png
  5. Click Remove to confirm.

Update members using the Run Action menu

The Run Action menu gives you a limited number of options to update in a member's profile and a few unique options. You can run these actions on multiple members at once.

Available Actions

  • Send Login Permission Email for Portal Users - This will send an email to any selected members who have the Portal User contact role type inviting them to log into the contractor portal. This is a unique action to the Run Action menu.
  • Assign to Organization - Assigns the member(s) to a specified organization.
  • Remove an Assigned Organization - Removes a selected organization from the member(s). If the specified organization is not assigned to a member, that member will be skipped.
  • Change Status to - Select a status to change the member(s) to. You can choose Active, Pending, On-Hold, Inactive, or Banned. 
  • Activate WolMobile - Sends the member(s) an email with their unique WolMobile code and grants them access to use WolMobile.
  • Deactivate WolMobile - Removes their access WolMobile.
  • Pass Induction Course - Select an induction course for the member(s) to pass using the current date for completion.
  • Delete Member - Deletes the member(s) and all records of them from your account.

Update via Run Action

  1. Go to Tools > Contractor Manager.
  2. Select Members from the left-hand menu.
  3. Use the checkboxes on the right-hand side to select the members to update. Use the # Records button to display as many records as you have members to update all the members at the same time.
  4. Click the Run an Action menu at the bottom of the page.
  5. Select the action you want to update and, if required, select the additional information.
  6. Click Run Action.

    Members-Bulk-Action.png

Actions may take some time to complete depending on the number of records selected. Once the action has finished a message will display confirming the number of records updated and all changes will take effect immediately across the account.

Update members using the CSV import

To update your members in bulk, you need to export your member list, make any changes, then import the updated list. There are options for deleting members when re-importing the list.

Export and prepare your CSV file

  1. Go to Tools > Contractor Manager.
  2. Select Members from the left-hand menu.
  3. Click Export Members.

    Members-Export.png
  4. Save the file to your computer.
  5. Make any changes to the member’s profiles. If you want to delete any members, remove them from this CSV file.
  6. Save your spreadsheet as a CSV file. For best results, use the CSV UTF-8 file type.

Import your CSV file

Once your CSV file has been updated and ready for import:

  1. Go to Tools > Contractor Manager.
  2. Select Members from the left-hand menu.
  3. Click Update Members.

    Members-Update.png
  4. Click Import List from a CSV File.
  5. Click Select CSV File, select the saved file from your computer and click Open.
  6. Click Upload CSV File.

    Members-Upload-List.png
  7. Check that the headings of your columns are matched with the fields in WhosOnLocation. This should happen automatically. 
  8. Select a Unique Identifier. This will be used to match the records in your file with the records in WhosOnLocation. The most useful identifier to use when updating records is the System ID because it is created by the system and unique to every member.
  9. (Optional) If you are deleting any members, tick the Remove Existing Records checkbox.
  10. Click Submit for Validation.

    Members-Upload-validation.png
  11. Click Confirm & Submit, then click Close.

Your members will update automatically and you will be notified how many were updated and/or removed.

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